Magaya s Monthly Newsletter. Online Bookings

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1 Page 2 Online Bookings With the Online Bookings option in your Magaya software, your customers can make their own bookings from the trips (voyages or flights) in your Trip Schedule to schedule their cargo on an air, ocean, or ground trip. Online Bookings is a plug-in for the Magaya Cargo System and for the Magaya Supply Chain solution. This article will explain: Part 1: How to set up your Magaya system to handle online bookings Part 2: How your customers can use the online bookings feature Part 3: How you receive the online booking requests in your Magaya software Part 1: Set Up Online Bookings in Your Magaya System To configure your Magaya system to accept online bookings, follow these steps: 1. Go to the Maintenance folder>configuration>online Orders: 2. Select the options you want: In this screen, set up your system to process booking requests automatically by checking the box Process booking requests automatically. When a customer places a booking request, the system will reply automatically with a booking number and booking transactions will be saved in your Booking List. If you do not check this box, the booking will not be saved in the Booking List. Use this option if you want to manually verify each booking request you receive before saving it to the Booking List for processing. The customer will receive the following default message: Your booking request has been received and will be processed within the next business day. You can change this default message to any text you want. Check the box Allow booking requests without existing trips if you want to accept booking requests that do not match any trip in your Trip Schedule. This option is useful for freight forwarders or NVOCC s who book with the shipping line after they receive the request from the customer.

2 Page 3 Next, give your customer(s) access to Online Bookings by making a few changes in their customer profile to give them access to Magaya LiveTrack. Follow these set-up steps: 1. Go to the Maintenance folder and click on Customers. 2. Click on the customer s name in the list to highlight it. 3. Click on the Actions button and select Allow Tracking (or right-click on their name). A dialog box opens, showing two tabs: On the General tab, enter a login name and password for your customer so they can access Magaya LiveTrack. 4. On the Tracking tab, click in the boxes for Bookings and Online Booking Requests. Both are required to enable the user to send you online booking requests. 5. Click the OK button. 6. your customer an invitation: After you give a customer access, send them an invitation by right-clicking on their name in the Customer list and selecting Send invitation . The includes the login, password, and link. Now your customer can begin using the Online Booking feature. See the next section for steps. Part 2: How Customers Use Online Booking Your customers can make their own bookings by following these steps. This example will use a demo customer name Tropical Landscaping (called Tropical) to illustrate the process. These instructions are for the customer, Tropical: 1. The customer, Tropical, opens Magaya LiveTrack. If you, the logistics provider, have Magaya LiveTrack integrated into your website, the customer will access Magaya LiveTrack from your website. An alternative is to go to Magaya.com and click on Tracking. 2. The customer, Tropical, logs in with their information from the invitation . Magaya LiveTrack opens.

3 Page 4 3. In the screen, the customer clicks on the Bookings option. This screen will show bookings that have been processed previously: 4. Click on the Add button to create a new booking request. A wizard opens:

4 Page 5 a) The customer selects the mode of transport: Air, Ocean, or Ground. If they do not know what type to choose, they can select Unknown. (The Unknown option will show all trips of all modes of transportation on the next screen.) b) Select the Origin port from the dropdown list From. Select the Destination port from the dropdown list To. The dropdown lists show ports set up in your Magaya Explorer under the Maintenance folder in Ports. c) Select the dates for the departure and arrival. For example, if the departure must be on a certain day, enter the same date for each field. Otherwise, select a beginning and end date for a date range, and the system will search in all those available dates to schedule the booking. If the request matches any of the trips in your trip schedule, they will be listed in the next screen: 5. The customer will select the trip that best meets their needs, and click the Next button.

5 Page 6 6. In this screen, the customer enters their cargo information for this booking request. The customer will: a) Select the type of cargo: By Equipment means a container; or Loose Cargo means individual packages. Only the Equipment you have available will show. b) Enter a description of the goods. c) Click on the Add button to add cargo: Click on the cells in the table to enter the pieces, weight, and description. Click on the Type cell to activate a dropdown list of choices. The customer can add as many lines in the table as needed for all the cargo items. 7. Click the Next button to go to the next screen in the Booking Request Wizard.

6 Page 7 This screen contains fields to enter the information about the entities (Shipper and Consignee): 8. The customer enters the Shipper (Tropical) and Consignee names. To enter the address, click on the Set button. 9. Click the Next button to go to the next screen in the Booking Request Wizard. Enter any notes as needed. 10. Click the Next button. A summary screen appears.

7 Page The customer verifies all the information. They can use the Back button to return to a previous screen to make a change if needed. 12. Click the Submit button. A confirmation screen appears telling the customer the booking has been submitted successfully. This example shows a booking number:

8 Page The customer clicks the Finish button. The booking will appear in the customer s (Tropical s) booking list in Magaya LiveTrack: The status of this booking is Open. Part 3: How you Receive Online Booking Requests in Your Magaya Software When a customer sends a booking request to your system, it will appear in your Magaya Network Messages inbox: If you have selected the option Process Booking Requests Automatically in the configuration (Part 1), the booking will be saved automatically in your booking list. Otherwise you can review the incoming bookings from the Inbox and decide to save them. To save, right-click on the booking and select Save to Database. Now you can convert the booking into another transaction such as a Pickup Order or a Warehouse Receipt. If you decided to use your booking in combination with your Trip Schedule (as set up in Part 1), you can create consolidations using the trip as a Master and use the bookings inside that trip as Houses. From the trip schedule, right-click and select Create Consolidation : Now you are set to receive and process online booking requests from your customers.